Transaction Coordinator IV

2 hours ago

Work from Home, Philippines Sphere Rocket VA Full time ₱400,000 - ₱600,000 per year

Overview

The Transaction Coordinator oversees real estate transactions from contract to close, ensuring all details are accurate, deadlines are met, and communication remains seamless between clients, agents, and vendors. This role also supports CRM organization, email management, and light marketing tasks to maintain smooth daily operations.

Key Responsibilities

Transaction Coordination

  • Track all active files from contract to close, ensuring accuracy and compliance.
  • Manage communication with clients, agents, and vendors throughout the transaction process.
  • Review each transaction for missing documents, deadlines, and compliance items.

CRM & Data Management

  • Maintain and update records in Lofty and Folio, including notes, pipelines, and contact details.
  • Input and organize data from forms and submissions into the CRM and contract systems such as Dotloop.
  • Manage inbound leads and assign them to appropriate agents or departments.

Email & Communication Management

  • Monitor shared inboxes, respond to standard inquiries, and flag priority emails.
  • Coordinate communication across team channels, ensuring all updates are logged in the CRM.
  • Provide daily updates to the operations team and leadership on pending tasks or issues.

Scheduling & Task Tracking

  • Manage team and client calendars, including virtual meetings and closing schedules.
  • Track progress of daily tasks and ensure completion within Lofty and Folio.
  • Send appointment confirmations and reminders.

Documentation & Quality Control

  • Upload, organize, and manage transaction documents in relevant platforms.
  • Maintain consistency in data entry and document formatting.
  • Ensure all transaction materials meet compliance standards.

Reporting & Support

  • Provide daily summaries highlighting completed tasks, pending items, and red flags.
  • Assist with recruiting-related data tracking and follow-ups as needed.
  • Gather and organize marketing materials such as photos, testimonials, and closing updates.

Skills and Qualifications

  • Excellent written and verbal communication skills.
  • Proven experience managing real estate transactions from contract to close.
  • Proficiency with CRM systems (preferably Lofty) and document management tools (Dotloop, Folio).
  • Experience using real estate form software (e.g., Zipforms).
  • Strong organizational and time management abilities.
  • Familiarity with AI tools (e.g., ChatGPT) for workflow efficiency.
  • Leadership experience is a plus.

Job Type: Full-time

Benefits:

  • Work from home

Work Location: Remote

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